HomeMy WebLinkAbout2020-024-3423 Litter Control and Prevention Grant RESOLUTION NO. 2020-024-3423
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY
MANAGER AND THE CITY CLERK TO EXECUTE AND ATTEST
RESPECTIVELY, THAT CERTAIN AGREEMENT WITH THE
STATE OF FLORIDA FOR THE ACCEPTANCE OF THE LITTER
CONTROL AND PREVENTION GRANT PROGRAM IN THE
AMOUNT OF SIXTEEN THOUSAND DOLLARS ($16,000) TO
SUPPORT THE CITY'S LITTER CONTROL AND PREVENTION
PROGRAM; A COPY OF WHICH IS ATTACHED HERETO TO AS
EXHIBIT "A"; AUTHORIZING THE CITY MANAGER TO EXECUTE
ATTENDANT DOCUMENTS AS A RESULT OF THIS GRANT
PROCESS; AUTHORIZING A MATCH OF FUNDS IN THE
AMOUNT OF SIXTEEN THOUSAND DOLLARS ($16,000);
PROVIDING FOR THE ADOPTION OF REPRESENTATIONS;
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Miami Gardens has proposed projects to the Florida
Department of Transportation and Keep America Beautiful, and
WHEREAS, the proposed projects were approved and the City of Miami Gardens
will receive Sixteen Thousand Dollars ($16,000) for litter prevention and tree projects in
the City of Miami Gardens, and
WHEREAS, this grant will implement and promote the "Drive It Home - Keep Our
Paradise Litter Free" campaign within our local community, and
WHEREAS, the "Drive It Home" campaign will be in conjunction with the National
Great American Cleanup with the purpose of bringing a coordinated effort towards
cleaning up local communities within the State, and
WHEREAS, the City shall be the local community coordinator for this event, and
WHEREAS, the Litter campaign will sponsor litter prevention education
workshops/seminars and other educational presentations within the local community,
and
RESOLUTION NO. 2020-024-3423
WHEREAS, this grant will also benefit Stormwater Operations since street trash
ends up in the City's Stormwater System, if it is not picked up, and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF MIAMI GARDENS, FLORIDA AS FOLLOWS:
Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas
paragraphs are hereby ratified and confirmed as being true, and the same are hereby
made a specific part of this Resolution.
Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens
hereby authorizes the City Manager and the City Clerk to execute and attest
respectively, that certain agreement with the State of Florida for the acceptance of a
Litter Control and Prevention Grant Program in the amount of Sixteen Thousand Dollars
($16,000) for the City's Litter Control and Prevention Program, a copy of which is
attached hereto to as Exhibit "A", and authorizes the City Manager to execute any
attendant documents; The City Council further authorizes a match of funds in the
amount of Sixteen Thousand Dollars ($16,000).
Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately
upon its final passage.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI
GARDENS AT ITS REGULAR MEETING HELD ON FEBRUARY 12, 2020.
Page 2 of 4
RESOLUTION NO 2020-024-3423
Moved by: Mayor Oliver Gilbert, III
Second by: Vice Mayor Rodney Harris
VOTE: 7-0
Mayor Oliver Gilbert III X (Yes) (No)
Vice Mayor Rodney Harris X (Yes) (No)
Councilman Reggie Leon X (Yes) (No)
Councilwoman Lillie Odom X (Yes) (No)
Councilwoman Katrina Wilson X (Yes) (No)
Councilman David Williams Jr. X (Yes) (No)
Councilman Erhabor Ighodaro, Ph.D. X (Yes) (No)
Page 3 of 4
RESOLUTION NO 2020-024-3423
�T
OLI ILBERT, III, MAYOR
ATTEST:
(�l — q
MARIO EkATAILLE, CMC, CITY CLERK
PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY
SPONSORED BY: CAMERON D. BENSON, CITY MANAGER
Page 4 of 4
RESOLUTION NO.2020-024-3423
Financial Project No: Fund: FLAIR Approp:
409750-3-74-01 Function: FLAIR Obj.:
Contract No. G1G55 Contract Amount:V6 000.00 Org.Code:
CFDA No.and Title: DUNS No.: Vendor No.: F1 1-3695944-001
Recipient DUNS No.: CSFA No.and Title: 55.039 and
Local Transportation Projects—Keep
Florida Beautiful(contract rev. 11.13.19)
LITTER CONTROL AND PREVENTION GRANT AGREEMENT
BETWEEN
THE STATE OF FLORIDA, DEPARTMENT OF TRANSPORTATION
AND
CITY OF MIAMI GARDENS—KEEP MIAMI GARDENS BEAUTIFUL PROGRAM
This Litter Control and Prevention Grant Agreement ("Agreement") is entered into this
day of , 2019 between the State of Florida, Department of
Transportation("Department"or"FDOT"),and City of Miami Gardens("Recipient").
RECITALS:
A. The Department is authorized under Section 334.044, Florida Statutes, and Chapter 403,
Florida Statutes,to enter into this Agreement.
B. The Florida Legislature has appropriated the amount of$800,000 in Fiscal Year 2019/2020
to the Department in order to provide funding for litter prevention and control programs
through a certified Keep America Beautiful ("KAB")Affiliate at the local level.
C. The Department is prepared, in accordance with its adopted work program, to undertake
the Project described as Keep America Beautiful Litter Control and Prevention Program,
in Fiscal Year 2019/2020, in the amount of$16,000.00 and which Project is known as
Financial Project Number 409750-3-74-01, as more fully described in Exhibit "A"
("Project").
NOW,THEREFORE,in consideration of the mutual benefits contained in this Agreement,the
parties agree as follows:
1. The recitals set forth above are incorporated by this reference into this Agreement.
2. The Recipient shall furnish all services for completion of the Project as required in the
Scope of Work, Exhibit"A",which is attached and incorporated into this Agreement.
3. The Recipient shall comply with the compliance requirements applicable to state resources
awarded pursuant to this Agreement as noted in Exhibit "B", which is attached and
incorporated into this Agreement.
4. The Recipient shall provide a proposed budget for use of FDOT funds for this Project as
required in Exhibit"C",which is attached and incorporated into this Agreement.
5. The Recipient shall provide a listing of program activities for this Project as required in
Exhibit"D", which is attached and incorporated into this Agreement.
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6. The Recipient shall submit on a quarterly basis to the Department a Program Activity
Progress Report, which is attached and incorporated into this Agreement as Exhibit "E",
as part of the reporting requirements.
7. The term of this Agreement shall begin upon the date of signature of the last party to sign
this Agreement ("Effective Date") and continue through September 30, 2020. Execution
of this Agreement by both parties shall be deemed a Notice to Proceed to the Recipient for
work to begin on the Project. Any work performed prior to the execution of this Agreement
is not subject to reimbursement.
8. The Department agrees to reimburse the Recipient in an amount not to exceed$16,000.00
for actual costs incurred, excluding Recipient's overhead costs. Project costs eligible for
reimbursement will be allowed only from the Effective Date of this Agreement. The
funding for this Project is contingent upon annual appropriation by the Florida Legislature,
the availability of funds pursuant to this Paragraph 8,and all other terms of this Agreement.
The Recipient agrees to bear all expenses in excess of the Department's participation.
a. The Department agrees to compensate the Recipient for services described in
Exhibit "A", as set forth in the Recipient's Proposed Budget in Exhibit "C".
Additionally, the services which the Recipient provides in Exhibit "A" shall
conform with those programs as identified in Exhibit"D".
b. Unless otherwise permitted, payment will begin in the year the Project or Project
phase is scheduled in the adopted work program as of the Effective Date of this
Agreement. Payment will be made for actual costs incurred as of the date the
invoice is submitted with the final payment due upon receipt of a final invoice.
c. The Recipient shall provide quantifiable, measurable, and verifiable units of
deliverables. Each deliverable must specify the required minimum level of service
to be performed and the criteria for evaluating successful completion. The Project,
identified as Financial Project Number 409750-3-74-01, and the quantifiable,
measurable,and verifiable units of deliverables are described more fully in Exhibit
"A„
d. Invoices shall be submitted by the Recipient in detail sufficient for a proper pre-
audit and post-audit, based on the quantifiable, measurable and verifiable
deliverables as established in Exhibit "A". Deliverables must be received and
accepted in writing by the Department's Project Manager prior to reimbursements.
All invoices shall include a completed and accurate Grant Reporting Form as set
forth in Exhibit"E".
e. Supporting documentation must establish that the deliverables were received and
accepted in writing by the Recipient and must also establish that the required
minimum level of service to be performed based on the criteria for evaluating
successful completion as specified in Exhibit"A"has been met.
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f. Bills for travel expenses specifically authorized in this Agreement shall be
submitted on the Department's Travel Form No. 300-000-06 and will be paid in
accordance with Section 1 12.061, Florida Statutes and the most current version of
the Disbursement Handbook for Employees and Managers.
g. This Agreement does not involve the purchase of Tangible Personal Property, as
defined in Chapter 273, F.S.
h. Payment shall be made only after receipt and approval of goods and services unless
advance payments are authorized by the Chief Financial Officer of the State of
Florida under Chapters 215 and 216, Florida Statutes. If the Department
determines that the performance of the Recipient is unsatisfactory, the Department
shall notify the Recipient of the deficiency to be corrected, which correction shall
be made within a time frame to be specified by the Department.The Recipient shall,
within five(5)days after notice from the Department,provide the Department with
a corrective action plan describing how the Recipient will address all issues of
contract non-performance,unacceptable performance,failure to meet the minimum
performance levels, deliverable deficiencies, or contract non-compliance. If the
corrective action plan is unacceptable to the Department, the Recipient will not be
reimbursed to the extent of the non-performance. The Recipient will not be
reimbursed until the Recipient resolves the deficiency. If the deficiency is
subsequently resolved, the Recipient may bill the Department for the unpaid
reimbursement request(s) during the next billing period. If the Recipient is unable
to resolve the deficiency, the funds shall be forfeited at the end of the term of this
Agreement.
i. The Recipient should be aware of the following time frames. Upon receipt of an
invoice,the Department has twenty(20)days to inspect and approve the goods and
services. The Department has twenty (20) days to deliver a request for payment
(voucher) to the Department of Financial Services. The twenty (20) days arc
measured from the date the invoice is received or the goods or services are received,
inspected and approved, whichever occurs later. If a payment is not available
within forty (40) days, a separate interest penalty at a rate as established pursuant
to Section 55.03(1), Florida Statutes, will be due and payable to the Recipient, in
addition to the invoice amount due. Interest penalties of less than one dollar($1.00)
will not be enforced unless the Recipient requests payment. Invoices which have
to be returned to the Recipient because of Recipient preparation errors will result
in a delay in the payment. The invoice payment requirements do not start until a
properly completed invoice is provided to the Department. A Vendor Ombudsman
has been established within the Department of Financial Services. The duties of
this individual include acting as an advocate for entities who may be experiencing
problems in obtaining timely payment(s) from a state agency. The Vendor
Ombudsman may be contacted at(850)413-5516.
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j. Records of costs incurred under the terms of this Agreement shall be maintained
and made available upon request to the Department at all times during the period
of this Agreement and for five (5) years after final payment is made. Copies of
these documents and records shall be furnished to the Department upon request.
Records of costs incurred include the Recipient's general accounting records and
the project records, together with supporting documents and records of the
Recipient and all subcontractors performing work on the Project, and all other
records of the Recipient and subcontractors considered necessary by the
Department for a proper audit costs.
k. Upon request, the Recipient agrees to provide progress reports to the Department
in the standard format used by the Department at intervals established by the
Department. The Department will be entitled at all times to be advised, at its
request, as to the status of the Project and of details thereof. Either party to this
Agreement may request and shall, within a reasonable time thereafter, be granted a
conference with the other party.
1. In the event this Agreement is in excess of$25,000.00 and a term for a period of
more than one (1) year, the provisions of Section 339.135(6)(a), Florida Statutes,
are incorporated as follows:
"The Department, during any fiscal year, shall not expend money,
incur any liability, or enter into any contract which, by its terms,
involves the expenditure of money in excess of the amounts
budgeted as available for expenditure during such fiscal year. Any
contract, verbal or written, made in violation of this subsection is
null and void, and no money may be paid on such contract. The
Department shall require a statement from the Comptroller of the
Department that finds are available prior to entering into any such
contract or other binding commitment of funds. Nothing herein
contained shall prevent the making of contracts for periods
exceeding one(1)year,but any contract so made shall be executory
only for the value of the services to be rendered or agreed to be paid
for in succeeding fiscal years; and this paragraph shall be
incorporated verbatim in all contracts of the Department which are
for an amount in excess of$25,000.00 and which have a term for a
period of more than one (1)year."
m. The Department's obligation to pay under this Agreement is contingent upon an
annual appropriation by the Florida Legislature.
n. All costs charged to the Project and the grant match of in kind services shall be
supported by properly executed payrolls, time records, invoices, contracts, or
vouchers evidencing in proper detail the nature and propriety of the charges as
described in the Contract Payment Requirements, Exhibit "F", which is attached
and incorporated into this Agreement.
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o. Any Project funds made available by the Department pursuant to this Agreement
which are determined by the Department to have been expended by the Recipient
in violation of this Agreement or any other applicable law or regulation shall be
promptly refunded in full to the Department. Acceptance by the Department of any
documentation or certifications, mandatory or otherwise permitted, that the
Recipient files, shall not constitute a waiver of the Department's rights as the
funding agency to verify all information at a later date by audit or investigation.
9. The administration of resources awarded through the Department to the Recipient by this
Agreement may be subject to audits and/or monitoring by the Department. The following
requirements do not limit the authority of the Department to conduct or arrange for the
additional audits or evaluations of state financial assistance or limit the authority of any
state agency inspector general, the Auditor General, or any other state official. The
Recipient shall comply with all audit and audit reporting requirements as specified below.
a. In addition to reviews of audits conducted in accordance with Section 215.97,
Florida Statutes, monitoring procedures may include,but not be limited to,on-site
visits by Department staff, and/or other procedures. By entering into this
Agreement, the Recipient agrees to comply and cooperate fully with any
monitoring procedures/processes deemed appropriate by the Department. The
Recipient further agrees to comply and cooperate with any inspections, reviews,
investigations, or audits deemed necessary by the state Chief Financial Officer
(CFO)or Auditor General.
b. The Recipient, as a non-state entity as defined by Section 215.97,Florida Statutes,
and as a recipient of state financial assistance awarded by the Department through
this Agreement is subject to the following requirements:
i. In the event that the Recipient expends a total amount of state financial
assistance equal to or in excess of the threshold established by Section
215.97, Florida Statutes, in any fiscal year of the Recipient, the Recipient
must have a State single or project-specific audit for such fiscal year in
accordance with Section 215.97, Florida Statutes; applicable rules of the
Department of Financial Services;and Chapters 10.550(local governmental
entities) or 10.650 (non-profit and for-profit organizations), Rules of the
Auditor General. Exhibit"B"to this Agreement provides the specific state
financial assistance information awarded through the Department by this
Agreement needed by the Recipient to further comply with the requirements
of Section 215.97, Florida Statutes. In determining the state financial
assistance expended in a fiscal year,the Recipient shall consider all sources
of state financial assistance, including state financial assistance received
from the Department, other state agencies, and other non-state entities.
State financial assistance does not include Federal direct or pass-through
awards and resources received by a non-state entity for Federal program
matching requirements.
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ii. In connection with the audit requirements, the Recipient shall ensure that
the audit complies with the requirements of Section 215.97(8), Florida
Statutes. This includes submission of a financial reporting package as
defined by Section 215.97(2)(e), Florida Statutes, and Chapters 10.550
(local government entities) or 10.650 (non-profit and for-profit
organizations), Rules of the Auditor General.
iii. If the Recipient expends less than the threshold established by Section
215.97,Florida Statutes,in state financial assistance in a fiscal year,an audit
conducted in accordance with the provisions of Section 215.97, Florida
Statutes, is not required; however, the Recipient must provide to the
Department a certification of exemption to
FDOTSingleAudit(@dot.state.fl.us no later than nine (9) months after the
end of the Recipient's fiscal year for each applicable audit year. In the event
that the Recipient expends less than the threshold established by Section
215.97, Florida Statutes, in state financial assistance in a fiscal year and
elects to have an audit conducted in accordance with the provisions of
Section 215.97,Florida Statutes,the cost of the audit must be paid from the
Recipient's resources (i.e., the cost of such an audit must be paid from the
Recipient's resources obtained from other than State entities).
iv. Copies of financial reporting packages required by this Agreement shall be
submitted to:
Florida Department of Transportation
Office of Comptroller,MS 24
605 Suwannee Street
Tallahassee,FL 32399-0450
Email: FDOTSingleAudit@dot.state.fl.us
and
State of Florida Auditor General
Local Government Audits/342
11 l West Madison Street,Room 401
Tallahassee, FL 32399-1450
Email: flaudg_en local govt(a,aud.state,fl.us
v. Any copies of financial reporting packages, reports, or other information
required to be submitted to the Department shall be submitted timely in
accordance with Section 215.97, Florida Statutes, and Chapters 10.550
(local governmental entities) or 10.650 (non-profit and for-profit
organizations), Rules of the Auditor General,as applicable.
vi_ The Recipient, when submitting financial reporting packages to the
Department for audits done in accordance with Chapters 10.550 (local
6
governmental entities) or 10.650 (non-profit and for-profit organizations),
Rules of the Auditor General, shall indicate the date the reporting package
was delivered to the Department in correspondence accompanying the
reporting package.
vii. Upon receipt, and within six (6) months, the Department shall review the
Recipient's financial reporting package, including the management letters
and corrective action plans, to the extent necessary to determine whether
timely and appropriate corrective action has been taken with respect to audit
findings and recommendations pertaining to the state financial assistance
provided through the Department by this Agreement. If the Recipient fails
to have an audit conducted consistent with Section 215.97,Florida Statutes,
the Department may take appropriate corrective action to enforce
compliance, in accordance with Section 215.97(8)(1),Florida Statutes.
viii. As a condition of receiving state financial assistance, the Recipient shall
allow the Department, or its designee, the CFO or Auditor General access
to the Recipient's records, including project records, and the independent
auditor's working papers as necessary. Records related to unresolved audit
findings, appeals, or litigation shall be retained until the action is complete
or the dispute is resolved.
c. The Recipient shall retain sufficient records demonstrating its compliance with the
terms of this Agreement for a period of five(5)years from the date the audit report
is issued, and shall allow the Department, or its designee, the CFO or Auditor
General access to such records upon request. The Recipient shall ensure that the
audit working papers are made available to the Department, or its designee, the
CFO, or Auditor General upon request for a period of five (5) years from the date
the audit report is issued, unless extended in writing by the Department.
10.The Recipient shall permit, and shall require its contractors and subcontractors to permit,
the Department's authorized representatives to inspect all work, materials, payrolls, and
records, and to audit the books, records, and accounts pertaining to the financing and
development of the Project.
11. Public Records (Only check one)
✓❑ Recipient is a governmental entity
The Department reserves the right to unilaterally cancel this Agreement for failure by the
Recipient to comply with the provisions of Chapter 119, Florida Statutes.
❑ Recipient is not a governmental entity
The Recipient shall comply with Chapter 119, Florida Statutes. Specifically, the Recipient
shall:
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(1) Keep and maintain public records required by the Department to
perform the services required under this Agreement.
(2) Upon request from the Department's custodian of public records,
provide the Department with a copy of the requested records or allow the
records to be inspected or copied within a reasonable time at a cost that does
not exceed the cost provided in Chapter 119, Florida Statutes, or as
otherwise provided by law.
(3) Ensure that public records that are exempt or confidential and
exempt from public records disclosure requirements are not disclosed
except as authorized by law for the duration of the term of this Agreement
and following completion of this Agreement if the Recipient does not
transfer the records to the Department.
(4) Upon completion of this Agreement, transfer, at no cost, to the
Department, all public records in possession of the Recipient or keep and
maintain public records required by the Department to perform the services
required under this Agreement. If the Recipient transfers all public records
to the Department upon completion of this Agreement, the Recipient shall
destroy any duplicate public records that are exempt or confidential and
exempt from public records disclosure requirements. If the Recipient keeps
and maintains public records upon completion of this Agreement, the
Recipient shall meet all applicable requirements for retaining public
records. All records stored electronically must be provided to the
Department, upon request from the Department's custodian of public
records, in a format that is compatible with the information technology
systems of the Department.
Failure by the Recipient to comply with Chapter 119,Florida Statutes,shall be grounds for
immediate unilateral cancellation of this Agreement by the Department.
IF THE RECIPIENT HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES TO THE
RECIPIENT'S DUTY TO PROVIDE PUBLIC RECORDS RkLATING
TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT:
Central Office
850-414-5355
COpreustodian(a),dot.state.fl.us
Office of t eenera ounseF
Florida Department of Transportation
605 Suwannee Street, MS 58
Tallahassee, Florida 32399-0458
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12.The Recipient shall comply with all federal,state and local laws and ordinances applicable
to the services or payment for services thereof, and shall not discriminate on the grounds
of race,color,religion,sex,or national origin in the performance of the services under this
Agreement
13.The Recipient affirms that it is aware of the provisions of Section 287.133(2)(a), Florida
Statutes. A person or affiliate who has been placed on the convicted vendor list following
a conviction for a public entity crime may not submit a bid on a contract to provide any
goods or services to a public entity; may not submit a bid on a contract with a public entity
for the construction or repair of a public building or public work; may not submit bids on
leases of real property to a public entity; may not be awarded or perform work as a
contractor; supplier, subcontractor or consultant under a contract with any public entity;
and may not transact business with any public entity in excess of the threshold amount
provided in Section 287.017,Florida Statutes, for CATEGORY TWO for a period of thirty
six (36)months from the date of being placed on the convicted vendor list. The Recipient
agrees that it shall not violate Section 287.133(2)(a), Florida Statutes, and further
acknowledges and agrees that any conviction during the term of this Agreement may result
in the termination of this Agreement.
14.The Department shall consider the employment by any contractor of unauthorized aliens a
violation of Section 274A (e) of the Immigration and Nationality Act. If the Recipient
knowingly employs unauthorized aliens, such violation shall be cause for unilateral
cancellation of this Agreement.
15.The Recipient will not discriminate against any employee employed in the performance of
this Agreement, or against any applicant for employment because of age, ethnicity, race,
religious belief, disability, national origin, or sex. The Recipient shall provide a
harassment-free workplace,with any allegation of harassment given priority attention and
action by management. The Recipient shall insert similar provisions in all contracts and
subcontracts for services in connection with this Agreement. The Recipient affirms that it
is aware of the provisions of Section 287.134(2)(a),Florida Statutes. An entity or affiliate
who has been placed on the discriminatory vendor list may not submit a bid on a contract
to provide any goods or services to a public entity;may not submit a bid on a contract with
a public entity for the construction or repair of a public building or public work; may not
submit bids on leases of real property to a public entity; may not be awarded or perform
work as a contractor,supplier,subcontractor,or consultant under a contract with any public
entity; and may not transact business with any public Recipient. The Recipient further
agrees that it shall not violate Section 287.134(2)(a), Florida Statutes, and acknowledges
and agrees that placement on the list during the term of this Agreement may result in the
termination of this Agreement.
16. Indemnification (Only Check one)
LZ Recipient is a governmental entity:
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It is specifically agreed between the parties executing this Agreement that it is not intended
by any of the provisions of any part of this Agreement to create in the public or any member
thereof, a third-party beneficiary under this Agreement,or to authorize anyone not a party
to this Agreement to maintain a suit for personal injuries or property damage pursuant to
the terms or provisions of this Agreement. The Recipient guaranties the payment of all
just claims for materials,supplies,tools,or labor and other just claims against the Recipient
or any subcontractor, in connection with this Agreement. Additionally, the Recipient
agrees to include the following indemnification in all contracts with
contractors/subcontractors, or consultants/sub consultants who perform services in
connection with this Agreement.
"The contractor/consultant shall indemnify,defend,save,and hold harmless
the Florida Department of Transportation and all its officers, agents or
employees from all suits,actions,claims,demands,or liability of any nature
whatsoever arising out of, because of, by any negligent act, or by any
occurrence of omission or commission of the acts,by its officers, agents or
employees. Neither the contractor/consultant,nor any of its officers,agents,
or employees will be liable under this section for damages arising out of
injury or damage to persons or property directly caused or resulting from
the negligence of the Florida Department of Transportation or any of its
officers,agents or employees."
❑ Recipient is not a governmental entity:
The Recipient shall indemnify, defend, save, and hold harmless the Department and all of
its officers,agents,or employees from liabilities,damages,losses,and costs,including,but
not limited to,reasonable attorney's fees,to the extent caused by negligence,recklessness,
or intentional wrongful misconduct of the Recipient and persons employed or utilized by
the Recipient in the performance of this Agreement. Neither the Recipient nor any of its
officers,agents,employees,contractors/subcontractors,consultants/sub consultants will be
liable under this section for the negligence of the Department or any of its officers, agents
or employees. It is specifically agreed between the parties executing this Agreement that
it is not intended by any of the provisions of any part of this Agreement to create in the
public or any member thereof, a third-party beneficiary under this Agreement, or to
authorize anyone not a party to this Agreement to maintain a suit for personal injuries or
property damage pursuant to the terms or provisions of this Agreement. The Recipient
guaranties the payment of all just claims for materials, supplies, tools, or labor and other
just claims against the Recipient or any subcontractor, in connection with this Agreement.
Additionally,the Recipient agrees to include the following indemnification in all contracts
with contractors/subcontractors, or consultants/sub consultants who perform services in
connection with this Agreement.
"The contractor/consultant shall indemnify,defend,save,and hold harmless
the Florida Department of Transportation and all its officers, agents or
employees from all suits,actions,claims,demands,or liability of any nature
whatsoever arising out of, because of, by any negligent act, or by any
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occurrence of omission or commission of the acts,by its officers,agents or
employees. Neither the contractor/consultant,nor any of its officers,agents,
or employees will be liable under this section for damages arising out of
injury or damage to persons or property directly caused or resulting from
the negligence of the Florida Department of Transportation or any of its
officers, agents or employees."
17.The Recipient shall,or cause its contractor or consultant to carry and keep in force,during
the term of this Agreement,a general liability insurance policy or policies with a company
or companies authorized to do business in Florida,affording public liability insurance with
combined bodily injury limits of at least $200,000 per person and $300,000 each
occurrence, and property damage insurance of at least $200,000 each occurrence, for the
services to be rendered in accordance with this Agreement. The Recipient may also carry
and keep in force Workers' Compensation Insurance as required by the State of Florida
under the Workers' Compensation Law. With respect to any general liability insurance
policy required pursuant to this Agreement, all such policies shall be issued by companies
licensed to do business in the State of Florida. The Recipient shall provide to the
Department certificates showing the required coverage to be in effect with endorsements
showing the Department to be an additional insured prior to commencing any work under
this Agreement. Policies that include Self Insured Retention will not be accepted,however,
if the Recipient is a state agency or subdivision of the State of Florida and elects to self-
perform the Project,then the Recipient may self-insure. The certificates and policies shall
provide that in the event of any material change in or cancellation of the policies reflecting
the required coverage, thirty (30) day advance notice shall be given to the Department or
as provided in accordance with Florida law.
18.No funds received pursuant to this Agreement may be expended for the purpose of
lobbying the Florida Legislature, the judicial branch, or any state agency, in accordance
with Section 216.347,Florida Statutes.
19.The Recipient and the Department agree that the Recipient, its employees and its
subcontractors are not agents of the Department as a result of this Agreement.
20.This Agreement may be canceled by the Department in whole or in part at any time the
interest of the Department requires such termination. The Department also reserves the
right to seek termination or cancellation of this Agreement in the event the Recipient shall
be placed in either voluntary or involuntary bankruptcy. The Department further reserves
the right to terminate or cancel this Agreement in the event an assignment is made for the
benefit of creditors. This Agreement may be canceled by the Recipient upon sixty (60)
day written notice to the Department. If this Agreement is terminated before performance
is completed, the Recipient shall be paid only for services satisfactorily performed for
which costs can be substantiated.
21.The Recipient shall not assign, sublicense, or otherwise transfer its rights, duties, or
obligations under this Agreement without the prior written consent of the Department,
which consent will not be unreasonably withheld. Any assignment, sublicense, or transfer
11
occurring without the required written approval will be null and void. The Department will
at all times be entitled to assign or transfer its rights, duties, or obligations under this
Agreement to another governmental agency in the State of Florida, upon giving prior
written notice to the Recipient. In the event that the Department approves transfer of the
Recipient's obligations,the Recipient remains responsible for all services rendered and all
expenses incurred in connection with this Agreement.
22. All notices pertaining to this Agreement are in effect upon receipt by either party, shall be
in writing, and shall be transmitted either by personal hand delivery; United States Post
Office, return receipt requested; overnight express mail delivery, email, or facsimile. The
addresses and the contact persons set forth below for the respective parties shall be the
places where notices shall be sent,unless prior written notice of change of address is given.
TO DEPARTMENT: TO RECIPIENT:
Florida Department of Transportation Keep Miami Gardens Beautiful Program
605 Suwannee Street, Mail Station 61 C/O City of Miami Gardens
Tallahassee, Florida 32399-0450 18605 NW 27`h Avenue
Attention: Project Manager Miami Gardens, Florida 33169
23. All words used herein in the singular form shall extend to and include the plural. All words
used in the plural form shall extend to and include the singular. All words used in any
gender shall extend to and include all genders.
24.This Agreement shall not be renewed.
25.This Agreement shall not be construed to grant any third-party rights.
26. In no event shall the making by the Department of any payment to the Recipient constitutes
or can be construed as a waiver by the Department of any breach of covenant or any default
which may then exist on the part of the Recipient, and the making of such payment by the
Department while any such breach or default shall exist shall in no way impair or prejudice
any right or remedy available to the Department with respect to such breach or default.
27. This Agreement embodies the entire agreement of the parties. There are no provisions,
terms, conditions, or obligations other than those contained in this Agreement. This
Agreement supersedes all previous communication, representation, or agreement, either
verbal or written,between the parties. No amendment will be effective unless reduced to
writing and signed by an authorized officer of the Recipient and the authorized officer of
the Department or his/her delegate.
28. If any part of this Agreement shall be determined to be invalid or unenforceable by a court
of competent jurisdiction, or by any other legally constituted body having the jurisdiction
to make such determination,the remainder of this Agreement thus remains in full force and
effect provided that the part of this Agreement thus invalidated or declared unenforceable
is not material to the intended operation of this Agreement.
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29. This Agreement shall be governed by and construed in accordance with the laws of the
State of Florida. Venue for any action arising out of this Agreement shall be in Leon
County, Florida.
30.Time is of the essence as to each and every obligation under this Agreement.
31. The Department and the Recipient acknowledge and agree to the following:
i. The Recipient shall utilize the U.S. Department of Homeland Security's E-
Verify system to verify the employment eligibility of all new employees
hired by the Recipient during the term of the contract; and
ii. The Recipient shall expressly require any contractors and subcontractors
performing work or providing services pursuant to the state contract to
likewise utilize the U.S. Department of Homeland Security's E-Verify
system to verify the employment eligibility of all new employees hired by
the contractor/subcontractor during the contract term.
32.The Recipient agrees to comply with Section 20.055(5),F.S.,and to incorporate in all
subcontracts the obligation to comply with Section 20.055(5), F.S.
33. This Agreement may be executed in duplicate originals.
The remainder of this page intentionally left blank.
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IN WITNESS WHEREOF, the parties have executed this Agreement on the date(s)below.
CITY OF MIAMI GARDENS,FLORIDA STATE OF FLORIDA
(Name of RECIPIENT) DEPARTMENT OF TRANSPORTATION
BY:
BY:
Title: Courtney Drummond, P.E.
Assistant Secretary for Engineering and
Print Name: Operations
Date:
Witncss:
Title: FDOT Legal Review:
Print Name:
See attached encumbrance form for date of funding
approval by Comptroller
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EXHIBIT "A"
SCOPE OF WORK
1.0 SERVICE OBJECTIVE:The Recipient shall assist the Department in meeting the objectives
below:
A. Implement, administer, and promote the"DRIVE IT HOME—Keep Our Paradise Litter-
Free"(DIH-KOPLF)Trash-Off in conjunction with the National KAB Great American
Cleanup(GAC)observed during March, April, and May within their own local
community.
B. Implement, administer and promote Litter Prevention & Recycling Education within the
local community.
C. Promote the FDOT Adopt-A-Highway program at the local community level and
notify/include local Adopt-A-Highway participants in local KAB Affiliates mailings&
cleanup activities.
D. Implement, administer and promote a minimum of three (3) additional Program Activity
Options as specified and agreed upon in Exhibit"D".
E. Maintain a current e-mail address,web site page, Facebook page and other social media
tools as needed. Also, like all Florida KAB Affiliates Facebook pages, including the
KFB and KAB Facebook pages.
F. Support the Department's litter prevention education programs through the Recipient's
public information, public affairs,and volunteer service programs.
G. Maintain KAB Certified Affiliate status during the term of this Agreement.
H. Employing a part or full-time program manager during the term of this Agreement.
1. Non-profit affiliates function as a public/private partnership with a working Board of
Directors.
J. Match Department funds as provided in this Agreement at a minimum ratio of 1:1, as
specified in Exhibit"C".
2.0 DESCRIPTION OF SERVICES: The Recipient shall perform the following services:
A. The DIH-KOPLF Trash-Off in conjunction with the National GAC is an annual event,
held each March,April and May with the purpose of bringing a coordinated effort towards
cleaning up local communities within the state. The Recipient shall be the local community
coordinator for this event. The Recipient shall include appropriate inclusion in Recipient's
publications,arrange informational meetings and media releases necessary to increase local
participation at this annual event. Recipient shall include the official logo of the
Department's DIH-KOPLF campaign on all material. The Recipient shall provide
Department with a copy of the KAB DIH-KOPLF Trash-Off National GAC wrap-up report
as part of the reporting requirements.
B. The Recipient shall conduct Litter Prevention&Recycling Education workshops/seminars
and other educational presentations within the local community. The Recipient will make
every effort to utilize already approved and established KAB educational material,as well
as any environmental education materials recommended in the Environmental Protection
15
Agency's (EPA) National Service Center for Environmental Publications (NSCEP). The
Recipient, when possible, will include the official Department logo on all printed
educational material. The Recipient shall supply Department with original copies of all
educational material purchased or developed with Department funds.
C. The Recipient shall assist Department at the local community level with the State's Adopt-
A-Highway education program. The Recipient shall assist Department in increasing
participation at the local level, and may include local Adopt-A-Highway participants in
KAB affiliate program activities and mail-outs based on information availablility.
D. The Recipient agrees to conduct/complete all Program Activity Options as contained in
Exhibit "D". The Recipient shall submit a Program Activity Progress Report, on a
quarterly basis to the Department as part of the reporting requirements.
E. The Recipient shall maintain a web site and a Facebook page (local gov't exempt).
Department funds may be used to create,post to,and maintain said web site and Facebook
page(if applicable). Said web site at a minimum shall contain the following:
i. KAB Affiliates Board of Directors and Executive Committee Members
ii. KAB Affiliates Executive Director's name and title
iii. KAB Affiliates street address and mailing address
iv. KAB Affiliates e-mail address and web site address
V. KAB Affiliates calendar of events
vi. KAB Affiliates 2018/2019 Annual Report, if applicable
vii. KAB Affiliates 2019 GAC Report, if applicable
viii. Governor and Lt. Governor's names
ix. State of Florida official seal linking to web site address(www.myflorida.com)
X. KAB logo may be displayed, and link to web site address( www.kab.org)
xi. KFB logo linking it to web site address(https://www.keepfloridabeautiful.org)
xii. DIH-KOPLF log must be displayed, and link provided
xiii. FDOT State Adopt-A-Highway web link with FDOT Logo:
(http://www.fdot.gov/maintenance/aah.shtm or current)and Statewide Litter-
Hotline number: 1-800-BAN-LITT(er)/ 1-800-226-5488
xiv. Current Year Dollar Benefits Meter ($Donations + $Volunteer Hrs + $Staff
Support=total$ LDB).
xv. Historical Cumulative Years Dollar Benefits Meter($Donations + $Volunteer
firs+$Staff Support=total$ LDB).
xvi. Current Years Return on Investment(ROI) [Example: ($1.00: $16.00)].
xvii. Historical Cumulative Yrs. ROI [Example: ($1.00: $160.00)].
F. The Recipient shall support the Department's litter prevention education programs through
the Recipient's normal network of seminars, speeches, newsletter, educational programs,
web sites, social media, conferences, and other communication activities.
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G. During the term of this Agreement,the Recipient is required to maintain its KAB Certified
Affiliate status. If the Recipient is declared to be de-certified by KAB, Inc.,the Recipient
may be subject to immediate cancellation of this Agreement.
H. During the term of this Agreement, the Recipient is required to employ a part-time or full-
time program manager(Executive Director). If the Recipient experiences a vacancy in this
position, Recipient is required to immediately notify Department so as not be found in
default. Department will reserve the right to cancel or continue this Agreement based on
the duration of the vacancy and ability of Recipient to fulfill this Agreement.
1. During the term of this Agreement, the Recipient is required to maintain a working Board
of Directors. The Recipient shall submit to Department a complete listing of the members
of the Board of Directors. Said list shall contain the names, e-mail addresses, phone
numbers and affiliation of each board member. Said list shall identify the President,Vice-
President, Secretary, and Treasurer of Recipient. The Recipient shall submit copies of the
minutes of the Board of Directors meetings to Department as part of their required
reporting.
J. The Recipient is required to match all Department funds awarded under this Agreement,at
a 1:1 ratio. All matching funds and in-kind donations must be documented and included
as a part of the Recipient's required quarterly reporting.
K. The Recipient may use Microsoft Office Professional XP and Internet explorer when
meeting the requirements of this Agreement.
3.0 SCHEDULE OF WORK: The Recipient shall submit for review to the Department,progress
reports of activities no later than fifteen (15) days after the end of each report period as part
of its reporting requirements. For the purposes of this Agreement, progress report due dates are:
December 31, 2019, March 31,2020 and June 30,2020. All receipts will be dated on or before
June 30, 2020. The final Department/KAB Affiliates Annual Report which includes, but is not
limited to, the summary and receipts totaling grant amount, the grant match with summary and
supporting documentation, the listing of all in-kind documentation, a copy of the submitted 2019
Single Audit Exemption Letter(if applicable), the KAB 2020 GAC Report,KAB 2020 Affiliates
Annual Report, and a copy of Exhibit "D" with a summary of projects, is due on or before
September 30, 2020. (Please submit your Final Annual Department/KAB Affiliates Report in a
3-ring binder with an index or an electronic submittal may be accepted upon prior approval by the
Department's Project Manager).
4.0 PRINTING:
A. No printing for the sole use of Department will be done under this Agreement. The
Recipient shall be responsible for obtaining all printing required to accomplish this
Agreement through their normal channels.
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B. All purchases of printing in excess of$1000 require a minimum of three (3) written bids.
The Recipient shall use reasonable efforts to include at least one (1) bid from a Minority
Business Enterprise(MBE). The Recipient shall retain documentation of competitive bids.
C. All printed materials produced under this Agreement with the use of Department funds, in
full or part,shall contain the following language in no less than a l Opt font. "The printing
of this material has been made possible through funds provided by the Florida
Department of Transportation". All material printed with the use of Department funds
shall display the official Department logo and DIH-KOPLF logo.
5.0 COMPENSATION:
A. The compensation for the services required under this Agreement shall not exceed
$16,000.00. The Recipient shall not perform services in excess of$16,000.00 until advised
in writing by the Department that additional funds have been made available and
encumbered. Approved costs incurred by the Recipient during the term of this Agreement
shall be in accordance with the following:
i. All direction,art work,training materials development, training,special events
coordination or organization, and program promotion shall be on an hourly
basis in accordance with Recipient's expended time toward completion of each
project.
ii. The Recipient shall provide hourly rates for each project. The Recipient's
hourly rate will be multiplied by the hours reported by the employee to arrive
at the cost for work performed during submission period.The rate of$15.00 per
hour shall be considered the maximum allowable hourly rate.
iii. The cost of services rendered or materials produced by sub-contractors not a
part of the Recipient's organization (out of house expenditures) shall be at
actual cost.
iv. All long-distance telephone calls, mailing,shipping and photocopying shall be
at actual cost.
V. The Recipient shall submit their request for reimbursement to the address
indicated for notice to the Department in Paragraph 22 of this Agreement. All
reimbursement requests under this Agreement shall be submitted no later than
June 30, 2020. The request shall include, but is not limited to, the following
support documentation:
1. Paid invoices and receipts for purchases of all services.
2. Paid invoices for outside or out of house expenditures.
3. Paid invoices and receipts for other direct costs.
4. Copies of cancelled checks.
5. One Page itemized category expenses transaction report.
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6. One Page Quarterly (as noted in 3.0) & cumulative Progress
Report Summary with affiliates 1920 timeline.
7. Copy of Exhibit"E."
B. The Department's Request for Reimbursement Form will be used to document
expenditures incurred as payment was made in advance of incurring costs.
6.0 INELIGIBLE EXPENDITURES/ACTIVITIES
A. Purchase, lease or other costs associated with personal cell phones, pagers, beepers and
personal e-mail addresses are not an acceptable expenditure under this Agreement.
B. Purchase, lease and/or maintenance of office equipment are not acceptable expenditures under this
Agreement.
C. No funds will be used for construction projects.
D. Department funds may not be used to cover in part or full, direct or indirect costs, of
fundraising activities or fundraising events.
E. No reimbursement will be made for partial per diem for non-ovemight travel.
F. No reimbursement will be made for tips,gratuities,alcohol,valet parking,or any purchases
not directly related to the purpose of the travel.
G. No reimbursement will be made for food or drink items.
7.0 DISPUTES: The Recipient shall be responsible for the settlement of any contractual or
administrative disputes arising out of the subcontracts entered into in support of the Services
required under this Agreement.
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EXHIBIT"B"
STATE FINANCIAL ASSISTANCE
THE STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
SUBJECT TO SECTION 215.97, FLORIDA STATUTES:
Awarding Agency: Florida Department of Transportation
CSFA Title: LOCAL TRANSPORTATION PROJECTS
CSFA Number: 55.039
Award Amount: $16,000
Specific project information for CSFA Number 55.039 is provided at:
https://apps.fldfs.com/fsaa/searchCatalop,.aspx
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES
AWARDED PURSUANT TO THIS AGREEMENT:
State Project Compliance Requirements for CSFA Number 55.039 are provided at:
https://apps.fldfs.com/fsaa/searchCompliance.aspx
The State Projects Compliance Supplement is provided at:
https:Happs.fldfs.com/fsaa/compliance.aspx
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EXHIBIT "C" T_;;
19/20 PROPOSED BUDGET FOR USE OF FDOT FUNDS & MATCH
FDOT FUNDS* MATCHING FUNDS*
Salaries(up to$15.00 @ hr/$3200 max limit) (Exe.Dir Only)
Organizations Public Liability Ins.
Rent/Utilities Match Only
Grant Accounting/Bookkeeper Services (S300.00 max)
Phone/cell/internet access* ($600.00 max)
Grant Office Supplies*
Grant Program Materials for Exhibit"D' $12,500 (No Drink/Food) $10.000
Volunteer Hours Match Only $4.000
Advertising(DIH-KOPLF-$1000.min*') $1,000
Grant Printing* $1,000 $500
Travel*(KAB/KFB Annual Meetings Only) 1.500 ($1,500.00 max) $1.500
Web site Support (S 1,200.00 max)
KAB Annual Dues Only
Total FDOT Funds S16,000.00 Total Matching S16,000.00
* see items below. **The$1000 advertising minimum maybe in the form of grant dollars or a local in-kind advertising documented match
`**If awarded funds,this exhibit will become apart of the agreement.
***********
• Telephone—the use of FDOT funds for the purchase/lease or monthly charges related to personal cell phones,beepers,
pagers, or other electronic devices are not allowed.
• Food & Drinks- State fiends cannot be used for the purchase of food(F),drink(D)or FD items.
• Travel—State rates shall be used. Overnight Travel and per-diem expenses shall be in accordance with Section 112.061,
Florida Statutes & documented on the state travel form #300-000-06. Reimbursement will not be made for partial per
diem for non-overnight travel. Maximum allowable room rate is $150.00 per night, excludes taxes & fees.
Reimbursements for travel shall be submitted separately using state travel form #300-000-06.
• Educational Material — Wherever possible, the applicant will utilize already accepted and established educational
material rather than develop new material. The department recommends the use of Keep America Beautiful "Waste In
Place" or any environmental education materials recommended in the Environmental Protection Agency's (EPA)
National Service Center for Environmental Publications (NSCEP). Before developing or purchasing new educational
material other than the ones listed,the applicant should contact the FDOT Project Manager for approval.
• Total FDOT Funds requested — the total amount of FDOT funds requested may not exceed the maximum amount
allocated by the department as stated in the proposal guidelines.
• Total Matching—A l:l match of FDOT funds is required. The total matching should reflect cash, in kind donations,
anticipated volunteer hours $16.00 per hour (value based on the minimum amount paid by private industry for litter
collection), donation of equipment, and other materials. The Department encourages additional matching dollar funds
where possible. You may use either other State or Federal funds as a match, but no other FDOT funds, directly or
indirectly may be used as a match to this program. Cash, In-kind and other supporting matches, must be documented
in the same manner as the reimbursements per attachment F.
• Tangible Property—The use of FDOT funds for the purchase of tangible property as noted in Chapter 273, F.S. is not
allowed. State funds cannot be used for purchase, lease and/or maintenance of office equipment.
• Printing-All purchases of printing in excess of$1000 require a minimum of three written bids. The Recipient
shall use reasonable efforts to include at least one bid from a Minority Business Enterprise (MBE). The
Recipient shall retain documentation of competitive bids. All printed materials produced under this Agreement
with the use of Department funds, in full or part,shall contain the following language in no less than a I Opt font.
"The printing of this material has been made possible through fiends provided by the Florida Department of
Transportation". All material printed with the use of Department funds shall display the official Department
logo and DIH-KOPLF logo.
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COST ANALYSIS CERTIFICATION AS REQUIRED BY SECTION 216.3475, FLORIDA
STATUTES:
I certify that the cost for each line item budget category has been evaluated and determined to be
allowable, reasonable,and necessary as required by Section 216.3475, F.S. Documentation is on
file evidencing the methodology used and the conclusions reached as approved by the
Governor's Office.
Stephen Liner, MPA,MSP
Grant Manager Name
Signature Date
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EXHIBIT "D"
FLORIDA DEPARTMENT OF TRANSPORTATION
19/20 GRANT PROGRAM ACTIVITY OPTIONS
Please check the activities that your affiliate will conduct at the local level during the grant period
ending September 30, 2020. The applicant must identify 3 additional activities, which will be
completed during the funding period for a minimum total of 7 activities. Return this completed form
with your proposal application. If awarded funds, this exhibit will become a part of the agreement.
The 4 activities already checked are required components, and cannot be counted towards the
required 3 minimum additional activities. All program activities must be conducted within your local
communities.
✓ GAC&DIH-KOPLF Trash-Off(Mar/April/May)(req.) litter prevention education PSA's
✓ Community Litter Prevention& Recycling Pres.(req.) Local Adopt-A-Spot
✓ State Adopt-A-Highway promotion(required) Local Adopt-A-Median
✓ 2020 KAB Award Conference Submission(required) Local Adopt-A-Road(County)
✓ Local Adopt-A-Street(City) Clean Builders program
_Electronic Recycling partnership with SWIX Litter receptacle placement
_KAB"America Recycles Day"Activities(Nov.2019) Christmas tree Recycling(Dec)
✓ Local Litter Hotline Litter ordinance improvements
Environmental court KAB"Waste in Place"Education program
_Local Litter enforcement programs Graffiti abatement
Graffiti Hurts workshops/program implementation Neighborhood improvement programs
✓ Litter free events Business/School Recycling
Community gardens MSW community presentations
Recycling/reuse projects/programs Composting
Local Waste exchange Local Youth Advisory Council program
Recyelahles collection program/special projects Charge up to RECYCLE(Battery Recycling)
_Close the Loop/Buy Recycled presentations Illegal dumping abatement
Illegal dumping hotline "Free planting reforestation projects
Recyclingeducation KAB"Certificatied Schools"program
Marine Debris abatement programs/projects ✓ Other
_Local Adopt-A-Shore(Assist)
Other:Arbor Day Adopt-A-Tree Event
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EXHIBIT"E"
Florida Department of Transportation GRANT REPORTING FORM
Service Dates through
Affiliates Name: Grant Amount:$
Approved Amount Used Amount
Budget Total All Prior Used This Balance
Category Annual Remaining
Expenditures
Quarters Quarter
Salaries(up to 515.00 hr.max/S3200 ceiling):E.D.Only
Organizations Public Liability Insurance
Rent/Utilities Match Only Match Only Match Only Match Only
Grant Acctin ookkce in Serv. ssoo oo max)
Phone/cell/Int.access($600.00 max.)
Grant Office Supplies
Grant Program Materials for Exhibit"D"
No Drink/Food
Advertising(DIH-KOPLF-$1000.00 nu.)"
Grant Printing
Travel(kntked to KAB/KFB A-1 Mtp-S1.500 00 a*x.)•••
Internet/social media web site support
(51.200.00 max.)
KAB Annual Dues
Column Total $16,000.00
(**-May be is the form ofgrant dollars or a!oral in-kind advrrt/sing documented match/—-Else FDOT Travel Reimbursement form)
Approved by: Date:
LOCAL PROGRAM ACTIVITIES:
Total number of local Adopt-A- Groups to date:
Total number of volunteers*conducting litter cleanups:
Total number of volunteer*hours for litter removal/GAC: jl)
Total pounds of litter*collected: (2)
Total number of volunteer hours for other activities: (3)
(*inclusive of all pickup activities including Dlfl-GAC activities for your organization)
Total dollar amount of cost benefit in local community:
Volunteer dollar benefit: hours(/)+(3)x S 16.00*•=S cost benefit(4)
Litter dollar benefit: pounds(2)divided by 2,000= tons(5)
(5)Tons x local tipping fee of$ per ton=S cost benefit(6)
(**based on the minimum amount paid by private industry for litter collection)
Total 19.20 Cost Benefit:(grant award match requires supporting documentation)
Volunteer Hours(all activities): E (4)
Litter dollars—Governmental Cost Avoidance: S (6)
In-Kind dollars—Government Costs
In-Kind dollars—All other S _
Cash contributions—Inhouse memberships/fundraising events: S
All other cash funding/contributions: S_-
Total 19.20 cost benefits thisep riod: S
Total 19.20 cost benefits to date: S (7)
Total 18.19 Cost Benefit: S (Get from FDOT)
All Periods Total Cost Benefit/Annual Return on Investment(ROI):
-S (7)(Cost Benefit)/$ (Amt.spent to date)=S (Affiliate's Grant ROI)
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EXHIBIT "F"
Contract Payment Requirements
Florida Department of Financial Services, Reference Guide for State Expenditures
Cost Reimbursement Contracts
Invoices for cost reimbursement contracts must be supported by an itemized listing of
expenditures by category(salary, travel, expenses, etc.). Supporting documentation shall
be submitted for each amount for which reimbursement is being claimed indicating that
the item has been paid. Documentation for each amount for which reimbursement is
being claimed must indicate that the item has been paid. Check numbers may be provided
in lieu of copies of actual checks. Each piece of documentation should clearly reflect the
dates of service. Only expenditures for categories in the approved agreement budget may
be reimbursed. These expenditures must be allowable (pursuant to law) and directly
related to the services being provided.
Listed below are types and examples of supporting documentation for cost
reimbursement agreements:
(1) Salaries: A payroll register or similar documentation should be submitted. The
payroll register should show gross salary charges,fringe benefits,other deductions
and net pay. If an individual for whom reimbursement is being claimed is paid by
the hour, a document reflecting the hours worked times the rate of pay will be
acceptable.
(2) Fringe Benefits: Fringe Benefits should be supported by invoices showing the
amount paid on behalf of the employee (e.g., insurance premiums paid). If the
contract specifically states that fringe benefits will be based on a specified
percentage rather than the actual cost of fringe benefits, then the calculation for
the fringe benefits amount must be shown.
Exception: Governmental entities are not required to provide check numbers or
copies of checks for fringe benefits.
(3) Travel: Reimbursement for travel must be in accordance with Section
112.061, Florida Statutes, which includes submission of the claim on the approved
State travel voucher or electronic means.
(4) Other direct costs: Reimbursement will be made based on paid
invoices/receipts. If nonexpendable property is purchased using State funds, the
contract should include a provision for the transfer of the property to the State when
services are terminated. Documentation must be provided to show compliance
with Department of Management Services Rule 60A-1.017, Florida Administrative
Code, regarding the requirements for contracts which include services and that
provide for the contractor to purchase tangible personal property as defined in
Section 273.02, Florida Statutes, for subsequent transfer to the State.
25
(5) In-house charges:Charges which may be of an internal nature (e.g., postage,
copies, etc.) may be reimbursed on a usage log which shows the units times the
rate being charged. The rates must be reasonable.
(6) Indirect costs:lf the contract specifies that indirect costs will be paid based on
a specified rate, then the calculation should be shown.
Contracts between state agencies, and or contracts between universities may
submit alternative documentation to substantiate the reimbursement request that
may be in the form of FLAIR reports or other detailed reports.
The Florida Department of Financial Services, online Reference Guide for State
Expenditures can be found at this web address:
https://www.myfloridacfo.com/Division/A, /Manuals/Auditing/Reference Guide For State Ex
penditures.pd f
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